With over 100,000 data-diverse transcripts to process every year from eager college-bound students all over the nation, the Western Governors University (WGU) Registrar’s Office had to shorten its processing time and improve evaluation quality to stay competitive in enrollment.  DoxTek strategically implemented a Kofax Advanced (KTM) system that helped WGU reduce their evaluation time from 14 days to 3 while collecting over 40% more data from each transcript.

Challenge

WGU’s enrollment suffered from a lengthy admissions process, and university counselors had to make critical enrollment decisions with limited information.

Prospective students often applied to several competing universities and favored institutions with shorter, more streamlined enrollment processes.  WGU’s transcript evaluation process was tedious, requiring staff to manually enter course and credit information for each unique class from each university transcript.  This exhaustive approach bottlenecked admissions and forced university counselors to make recommendations with a limited amount of transcript information.

DoxTek Solution

The DoxTek team analyzed WGU’s document management process and designed a Kofax Advanced Capture (KTM) process to automatically read and transfer transcript data with OCR technology.   WGU counselors now have a comprehensive academic history, enabling them to make more accurate program recommendations and more personalized student plans.

Kofax integration freed up to an hour a day for each transcript processor, creating a team-wide savings of 125 hours per week.

WGU now has the competitive advantage in delivering in-depth admissions evaluations and personal degree plans to prospective students quicker and more efficiently than their competition.

Results

Now prospective students don’t discount WGU just because they heard from competitors sooner. Rather, they receive their in-depth evaluation report and personal degree plan that creates a clear roadmap for their success at WGU.

Students appreciate the time WGU admissions takes to customize a program of study that is right for them and choose WGU.

“We would have needed a legion of human data processors to achieve what DoxTek’s solution did, and continues to do, for us.  The time savings we enjoy now are invaluable. It’s why I keep asking DoxTek to do more magic with me.”

– Darin R. Hobbs, University Registrar at Western Governors University

About WGU

An online, non-profit university, WGU is host to more than 40,000 students.  The university provides attractive, accredited online bachelor’s and master’s degrees, and with an ever increasing number of applicants, WGU’s Office of the Registrar plays a central role in the education they offer.  http://www.wgu.edu/